Financial Specialist, IS-0501-09

Smithsonian Institution•Washington, DC

11d•Onsite

About The Position

The Smithsonian Institution, the world’s largest museum, education, and research complex, is seeking a Financial Specialist for the National Museum of Natural History (NMNH). NMNH, one of the most visited museums in the United States, aims to promote understanding of the natural world and our place in it, housing 148 million specimens and artifacts. This position is located within NMNH under the Under Secretary for Science and Research and is responsible for providing financial and procurement management services to support Museum unit functions. Key areas of responsibility include funds management, procurement coordination, travel administration, and accountable property support, all performed under assisted supervision.

Requirements

Possess one year of specialized experience equivalent to at least the next lower grade level; OR education from an accredited college or university; OR an equivalent combination of education and experience.
Specialized experience is defined as experience in preparing financial reports and budget analyses.
Specialized experience is defined as experience in supporting federal procurement activities.
Specialized experience is defined as experience in applying federal financial management regulations (e.g., FAR, FTR, OMB Circulars).
Specialized experience is defined as experience in using Microsoft Excel to analyze and report financial data.
Knowledge of, and skill in applying organization's missions, functions, goals, objectives, work processes, and sources of funding; commonly used budget and/or finance practices, procedures, regulations, precedents, policies, and guides that specifically pertain to the work assigned.
Knowledge of federal, trust, grant, and discretionary fund management practices, regulations, and policies.
Ability to develop management statistics, with assistance, using spreadsheets containing personnel, salary, budget, and equipment information.
Knowledge of federal contracting policies and procedures including other contracting methods.
Ability to communicate clearly and professionally – both orally and in writing – with program staff, vendors, and administrative offices across the organization.
Ability to identify, analyze, and resolve routine financial discrepancies and payment problems with a solution-oriented approach.
Demonstrated tact, courtesy, and sound judgment in working with diverse stakeholders including researchers, administrators, contractors, and vendors.
Knowledge of federal travel regulations (FTR) and SI travel policy sufficient to certify travel and local vouchers with accurate chartfield notation and to assist staff with travel system questions.
Knowledge of property management procedures including physical inventory, accession, transfer, and excess property coordination.
Master's or equivalent graduate degree or 2 full years of progressively higher-level graduate education leading to such a degree related to the position (as an alternative to experience/general education).
Pass Pre-employment Background Check and Subsequent Background Investigation for position designated.
Complete a Probationary Period.
Maintain a Bank Account for Direct Deposit/Electronic Transfer.
Be eligible to work in the United States.
Meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.
Submit unofficial school transcripts with your application package by the closing date of the announcement (official transcripts required if selected).
Provide documentation for education completed outside the U.S. deemed equivalent to U.S. higher education programs.

Responsibilities

Establishes and maintains accountability records for federal, trust, grant, gift, and discretionary funds; performs routine reconciliation comparing ERP-generated reports against Excel spreadsheets; resolves discrepancies; and monitors expenditure trends throughout the fiscal year to ensure funds are used in accordance with applicable SI and federal regulations.
Assists in the development of budget submissions by preparing initial calculations, narrative justifications, and supporting documentation; reviews budget justifications for completeness and compliance; compares line-item obligations to the approved operating budget; and coordinates with program officials to track obligations and expenditures against the unit work plan.
Prepares basic internal financial reports, including monthly salary model updates and expenditure reports by department identification number; inputs and maintains financial data in the ERP system; and provides fund balance notifications and status updates to program managers on a recurring basis.
Collaborates with senior staff, Contracting Officer’s Representatives (CORs), and managers to assemble procurement packages; contacts vendors for bids; verifies fund availability; and selects vendors to ensure optimal quality, price, and delivery. Reviews basic contracts and purchase orders, and ensures goods and services are received, accounted for, and paid for in accordance with SI and federal purchasing policies.
Tracks all purchase orders through the full procurement lifecycle (approved, received, invoiced, and closed); processes invoices and determines the correct amount due; submits payments; responds to vendor inquiries; onboards new vendors into SI financial systems; verifies SAM enrollment; and accurately reports procurement activity in the Federal Procurement Data System (FPDS).
Reviews and certifies travel authorizations, travel vouchers, and local vouchers in the Smithsonian’s travel management system, ensuring compliance with the Federal Travel Regulations and SI policy; assists unit staff in understanding travel regulations and navigating the travel system.
Assists the Accountable Property Officer with documentation for the accession and transfer of equipment and property; participates in annual and periodic physical inventories; and works to identify and correct inventory discrepancies.
Performs other duties as assigned.